Welcome to GuardsPro!

This Quick Start Guide walks you through the essential steps to set up your Back Office Dashboard and get your security operations ready to go.

The recommended setup order is:

1. Create a Client → 2. Add a Post Site → 3. Add Back Office Users → 4. Add Guards → 5. Assign Guards to Post Sites

💡 Quick Tip: Complete these steps in order to create a smooth and organized setup before you start scheduling shifts and managing daily operations.

✅ Step-by-Step Guide to Getting Started with the Back Office Dashboard

👤 Step 1: Create a Client

A Client is the company or organization receiving your security services. Creating the client profile gives you a central place to manage their sites, guards, schedules, reports, and related information.

To create a client:

1. Go to Clients from the main menu.

2. Select Clients and click New Client.

3. Enter the required client name, contact information, address, and other relevant details.

4. If the client has only one post site, enable Add Client As Post Site.

5. Click Submit.

✅ Your client profile is now ready.

💡 Note: After creating the client, you can add notes, files, post sites, Client Portal access, Back Office users, and configure auto email reports as needed.

📍 Step 2: Add a Post Site

A Post Site is the physical location where your guards will perform their duties. You can create one or multiple post sites for each client.

To add a post site:

1. Go to Clients > Post Sites.

2. Click New Post Site.

3. Select the Client.

4. Enter the required site name, address, and other details.

5. Click Submit.

✅ The post site will now appear under the selected client.

💡 Note: Once the post site is created, you can add Post Orders, Tasks, Checklists, Site Tours, Geofences, Notes, and Set Auto Email Reports frequency as needed.

👥 Step 3: Add Back Office Team Members

You can invite admins, managers, and other Back Office users and control what they can access by assigning the appropriate role and permissions.

To add a Back Office user:

1. Go to Security Team > Back Office Users.

2. Click New User.

3. Enter the user's name and email address.

4. Select their access level/role.

5. Assign them to a client, if applicable.

6. Click Submit.

📩 The user will receive an email invitation and can log in with the assigned permissions.

💡 Note: Give each team member only the level of access they need for their role.

🛡️ Step 4: Add Security Guards

You can add guards using one of four onboarding methods:

1. 📩 SMS or Email Invitation

2. 🔢 Invitation Code

3. 🔗 Invitation Link

4. 🧾 Create Profile Manually

To add a guard:

1. Go to Security Team > Security Guards.

2. Click New Guard.

3. Select your preferred onboarding method.

4. Follow the steps for the selected option.

📩 Option 1: Invite by SMS or Email

1. Enter the guard's name and mobile number or email address.
2. Select SMS or Email.
3. Optionally assign a Client and Post Site.
4. Click Submit.

The guard will receive a registration invitation via SMS at the phone number or via email link at the email address added to their profile. Guards's can use the invitation to register and join the GuardsPro Mobile App.

💡 Note : You can invite multiple guards at once using the + icon.

🔢 Option 2: Join by Code

With the Join by code method, guards can self-register to the GuardsPro Mobile App and join your company by simply entering the company code.

To use this option:

1. Share the 6-digit invitation code displayed on the screen with the guard via SMS, WhatsApp, or any other messaging app. 

2. You can also simply copy and send the code through your preferred messaging platform.

3. After downloading the app, the guard can enter the invitation code when prompted during registration to join your company.

💡 Important Note: This method is quick and convenient, especially for guards who are already familiar with using mobile apps for registration.

You can also invite multiple guards at once. Simply click the plus (+) icon and enter their phone numbers to send the invitation code to multiple guards in bulk.

🔗 Option 3: Invite Using a Link

1. Select Invite Using Link.

2. Copy the generated invitation link.

3. Send the link to the guard by text, email, or another communication method.

4. The guard opens the link and completes the registration.

💡 Best for: Quick, self-service guard onboarding.

🧾 Option 4: Create a Profile

If you prefer to create the guard's account yourself:

1. Select Create Profile option .

2. Enter the guard's details such as Name, Email, Mobile number.

3. Create a username and password.

4. Optionally assign a Client and Post Site.

5. Click Submit.

6. Share the login credentials with the guard.

The guard can download the GuardsPro Mobile App from the Play Store and log in using the created username and password. If needed, they can also reset their password from the app.

💡 Note: After creating a guard profile, you can add licenses, set their availability, assigned post sites, update their skills sets and department, add important notes, and enabled guard specific settings as required. 

📍 Step 5: Assign Guards to Post Sites

Once your guards and post sites are ready, assign each guard to the location/post sites  where they will work. This allows guards to access site-specific information, tasks, reports, and other assigned activities through the Mobile App.

👥 Assign multiple guards to a post site

1. Go to Clients > Post Sites.

2. Select the required Post Site.

3. Open the Assign Guards tab.

4. Click Assign Guard.

5. Complete the required fields in the pop-up window, then select one or more guards.

6. Click Save to assign the selected post site to the chosen guard(s).

You can also filter guards by Skill Set or Department to quickly find the right personnel.

💡 Time-saving Notes: While assigning guards, you can also assign Site Tours, Tasks, Post Orders, and Checklists.

👤 Assign a post site to an individual guard

You can also assign multiple post sites to an individual guard at once by following these steps:

1. Go to Security Team > Security Guards.
2. Select the guard.
3. Open the Assign Sites tab.
4. Click Assign Post Site.
5. Select the Client and Post Site.
6. Click Assign.

🎉 You're Ready to Go!

You have now completed the essential GuardsPro setup:

✅ Client created
✅ Post Site added
✅ Back Office team added
✅ Guards added
✅ Guards assigned to Post Sites

📚 Helpful Next Steps

Enhance your operations further with these helpful guides:

• 👉 How to effortlessly GPS track your security guards?

• 👉 How to streamline security guard reporting?

• 👉 How to simplify time tracking for security guards?

• 👉 How to set up site tours for the post site?

If you have any questions or need assistance, please feel free to contact the GuardsPro Support Team.